Free resource
A contractor estimate template you can use today
A free estimate template with every block a customer expects, filled in with a worked example so you can see what goes where.
The estimate that came back to bite you
You quoted the water heater at the kitchen table. Two weeks later the customer says the price "included the drywall." Nothing in writing says it didn't.
Most estimate fights start with a missing block, not a bad price. This estimate template for contractors has every block in order: who you are, where the work is, what you'll do, what it costs, what isn't included, and how changes get handled. Copy it below or grab the download, then swap our example for your own numbers.
The template
The example below is for an invented company. Every name, address and price is made up.
1. Header
- Business
- Maple Street Plumbing & Heating
- License no.
- [your state license number]
- Phone / email
- (555) 010-0147 · [email protected]
- Estimate no.
- EST-2026-0418
- Date
- October 14, 2026
- Valid until
- November 13, 2026
2. Customer and job site
- Customer
- Dana Whitcombe
- Billing address
- 418 Birchwood Lane, Fairhaven
- Job site (if different)
- same as billing
- Phone / email
- (555) 010-0182 · [email protected]
- Site contact and access notes
- Side door, dog in backyard
3. Scope of work
Remove the existing 40-gallon gas water heater. Install a new 50-gallon gas water heater in the same location with a new expansion tank, gas connector and venting adapter. Pull the permit, test for leaks and proper venting, and haul the old unit away.
4. Options (customer initials one)
- Option 1, repair: replace the gas control valve and thermocouple on the existing heater. $385.00 plus tax.
- Option 2, replace like-for-like: new 50-gallon gas tank heater, detailed below. $2,070.00 plus tax.
- Option 3, replace with tankless: high-efficiency gas tankless heater with new venting. $4,650.00 plus tax.
5. Line items (Option 2)
| Description | Qty | Unit | Unit price | Line total |
|---|---|---|---|---|
| Remove and haul away existing water heater | 1 | ea | $150.00 | $150.00 |
| Installation labor | 4 | hr | $125.00 | $500.00 |
| 50-gallon gas water heater | 1 | ea | $1,180.00 | $1,180.00 |
| Expansion tank and fittings | 1 | ea | $95.00 | $95.00 |
| Gas connector, venting adapter, misc. fittings | 1 | lot | $60.00 | $60.00 |
| Permit fee (passed through at cost) | 1 | ea | $85.00 | $85.00 |
6. Totals
- Labor subtotal
- $650.00
- Materials subtotal
- $1,335.00
- Permits and fees
- $85.00
- Subtotal
- $2,070.00
- Tax
- [calculated per your local rules]
- Total
- $2,070.00 plus tax
- Deposit requested at acceptance
- $500.00
7. Payment terms
Deposit due when you accept. Balance due on completion. We accept [your payment methods]. [Your late-payment terms, if any.]
8. Exclusions and assumptions
Not included: drywall or finish repair, code upgrades beyond those listed, moving stored items. Assumes the existing gas line and venting are adequate and the water shut-off works. Hidden damage found when the old unit comes out is priced separately.
9. Changes
Any change to scope, materials or price after acceptance is written up as a change order and signed by both of us before the extra work starts.
10. Acceptance
I accept Option ___ as described above.
Customer name, signature, date: ____________________
Contractor name, signature, date: ____________________
Download it
Three files, free, no sign-up. The PDF prints at letter size and includes the example and a blank copy of the form. The Word file is for editing. The spreadsheet adds up your line totals and tax for you. Google Docs and Google Sheets can open the Word and spreadsheet files. If you still carry a carbon-copy job estimate form, the PDF is the one to print.
How to fill in each part
Header. Put your license number on it. Some states require it on certain documents; California's contractors board, for example, says licensed contractors must include their license number in all construction contracts, subcontracts and calls for bid (opens in a new tab). Check your own state's licensing board. Number every estimate so you can find it when the customer calls back.
Valid-until date. Material prices move. A date keeps a three-month-old number from becoming your problem.
Scope. Write it so a stranger could do the job from it. Model numbers, sizes and locations beat "replace water heater."
Options. Three options turn "yes or no?" into "which one?" Keep them honest: a real repair, a fair replacement, an upgrade. Our guide to good, better and best pricing covers how to build them.
Line items. Split labor from materials. Customers ask, and you'll want the split when you check margin later.
Tax. Rules differ by state and city, and by what you're selling: labor, materials or both. Ask your accountant how it works where you are.
Deposit and terms. Say how much, when, and how they can pay. Put the balance terms in writing too.
Exclusions and changes. These two blocks prevent most arguments. Write what you won't do, and how extras get approved.
Estimate, quote or bid: which one are you sending?
People use the words loosely, so here's the common usage. An estimate is an informed approximation that can change once you see more. A quote is a firm price for a defined scope, usually for a set period. A bid is a price you submit in competition, often against plans and specs. If you need a contractor quote template, this one works: change the title and tighten the scope.
Whether a signed estimate or quote is enforceable depends on your state and how the document is written. This page is general information, not legal advice, and a template isn't a contract review. If the stakes are high, have an attorney look at your terms.
Mistakes that cost money
- No valid-until date, so an old price gets held against you.
- Scope written as one line, so "while you're here" turns into free work.
- Labor and materials lumped together, hiding where the margin went.
- No deposit on special-order equipment.
- No signature, so there's no record the customer agreed to that option.
- Math done by hand at 10 PM. Check the totals twice, or use the spreadsheet version.
When the template stops keeping up
A template works fine for a few estimates a week. It gets harder when two people price the same job differently, or a signed estimate sits in an inbox while the job never makes the schedule.
On Pro, quotes are built from your pricebook with up to three options, good, better and best. The customer picks one and signs it from their phone, and any deposit goes out as its own invoice they pay online in your customer portal. You turn the signed quote into a job in one step, and the final invoice bills the option they chose at the price they signed, minus the deposit. A platform fee applies to online payments; see pricing. See how quotes work.
Go deeper
Quotes with options and e-signature
Send good, better and best options your customer can sign from their phone.
Read morePricebook
Build quotes from your own prices so every estimate starts from the same list.
Read moreGood, better and best pricing
How to build three honest options and when to offer one.
Read moreContractor estimate template questions
What should a contractor estimate include?
An estimate template for contractors should cover your business name, license number and contact details, an estimate number, the date and a valid-until date. Then the customer and job site, a written scope, line items with labor and materials split out, tax, the total, the deposit and payment terms, exclusions, how changes are handled, and a signature line for each side.
What's the difference between an estimate, a quote and a bid?
In common usage, an estimate is an informed approximation that can change, a quote is a firm price for a defined scope for a set period, and a bid is a price submitted in competition, often against plans. The words aren't used consistently, so say on the document what it is. A contractor quote template and an estimate template carry the same blocks.
Is a signed estimate a binding contract?
It depends on your state and on how the document is written, so we can't give you a yes or no. This template is general information, not legal advice, and using it isn't a contract review. If a job is large or the terms matter, have an attorney review your estimate and terms before you rely on them.
Do I need my license number on an estimate?
Check your state's contractor licensing board. Rules differ by state and by document. California's contractors board, for example, says licensed contractors must include their license number in all construction contracts, subcontracts and calls for bid. Putting it on every estimate is a simple habit that also tells the customer you're licensed.
How long should an estimate be valid?
Long enough for the customer to decide, short enough that material prices don't move under you. Many contractors pick a fixed window and print the exact date on the estimate rather than a number of days. Whatever you choose, put the valid-until date in the header so nobody has to work it out.
Which format should I use: PDF, Word or a spreadsheet?
Use a PDF for anything the customer sees, because it prints and displays the same everywhere. Keep an editable master in Word or a spreadsheet. The spreadsheet version adds up your line totals for you, which cuts math mistakes. This free estimate template comes in all three, and Google Docs and Google Sheets can open the Word and spreadsheet files.
How much deposit should I ask for?
There's no single right amount. Many contractors size the deposit to cover special-order equipment and materials so they aren't carrying that cost. Rules on deposits can vary by state, so check with your licensing board before you set a policy. Whatever you choose, write the amount and when it's due on the estimate.
Can I send estimates with options in FSM Navigator?
Yes. On Pro, you build quotes from your pricebook with up to three options, good, better and best. Your customer picks one and signs it from their phone, and any deposit goes out as its own invoice they pay online in your customer portal. You turn the signed quote into a job in one step, and the final invoice carries the option they chose at the signed price, so nobody retypes it. Sign up free, then start a 14-day Pro or Enterprise trial from your account. A payment method is collected when the trial starts and isn't charged until the trial ends.
Send your next estimate from your pricebook
Build it from your pricebook, offer up to three options and, when you take online payments, send the deposit invoice the moment the customer signs.
Sign up free, then start a 14-day Pro or Enterprise trial from your account. A payment method is collected when the trial starts and isn't charged until the trial ends.